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Description

Advancement Specialist   

Location: Nashville, TN/ Hybrid

Status: Full Time

Days: Monday - Friday

Hours: 40/week

SUMMARY 

Reporting directly to the Sr. Director of Advancement, the Advancement Specialist supports Alive's fundraising event activities, including database management, fundraising campaigns, donor communications, and development-related events that strengthen Alive's mission and community impact. The Advancement Specialist will coordinate day-to-day logistics for signature events, provide critical administrative and board committee support, and lead small-level recurring giving campaigns. We are seeking a highly organized, relationship-oriented, and process-driven individual who thrives in a fast-paced, collaborative environment. This person brings professionalism, strong project management skills, and attention to detail while embodying the mission of Alive for key external stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES  

Event Coordination & Execution (45%)

• Support the planning and execution of donor events, fundraising campaigns, and signature experiences, including Alive & The Bluebird Songwriter Series, Alive & The Bluebird in the Boro, Alive & Legacy Breakfast, Hospice Regatta, Giving Society events, and other social events as added to the fundraising calendar, by developing and executing project plans and action items 
• Coordinate day-to-day event logistics, tracking timelines and budgets, maintaining registration systems, organizing guest lists, tracking invitations and RSVPs, and assisting with vendor communications and post-event follow-up 
• Serve as a central point of contact to facilitate smooth communication and collaboration between internal teams and external vendors, ensuring tasks are completed seamlessly and in alignment with event goals. 
• Ensure successful execution of event logistics by proactively identifying and addressing gaps, risks, and dependencies in a timely manner 
• Collaborate with the Marketing team on event promotion, storytelling, attendee communications, and sponsor visibility
• Evaluate event performance and attendee experience and recommend improvements for future initiatives. 

Donor Database Management & Reporting (20%)

• Maintains and manages the integrity of the donor CRM/constituent database, (Virtuous), ensuring accurate and timely entry of gift asks, contact information, and interaction histories. 
• Generates queries, reports, and data exports to support fundraising campaigns, donor segmentation, and stewardship efforts, while troubleshooting data discrepancies and enforcing data entry standards. 
• Collaborates with the advancement team to optimize CRM workflows, develop dashboards, and ensure data security and compliance with Alive's gift acceptance policies.  
• Track giving metrics, event performance data, sponsorship fulfillment, and donor engagement activity 
• Maintain organized records related to fundraising campaigns, sponsorships, and development initiatives  

Donor Relations & Administrative Coordination (20%)

• Coordinate donor stewardship efforts, including acknowledgments, renewals, impact updates, and donor communications
• Support the development and production of stewardship materials such as impact reports, donor updates, sponsorship collateral, and campaign assets
• Conduct preliminary research on prospective donors, sponsors, and grant opportunities to support fundraising strategy
• Assist in the creation of compelling donor-facing materials, including sponsorship decks and campaign collateral
• Support the broader Alive team through attendance and participation at non-development events, as needed

Recurring Giving & Donor Stewardship (15%)

• Lead the planning, execution, and growth of small-level recurring giving campaigns (such as monthly donor programs), serving as the primary owner for driving engagement and revenue in this segment.
• Coordinate and support broader annual giving strategies and donor outreach across multiple channels, including email, direct mail, events, and digital media, ensuring alignment with recurring giving initiatives.
• Oversee donor stewardship specific to small-level recurring supporters, managing the end-to-end process for acknowledgments, renewals, impact updates, and targeted communications.
• Manage and optimize the donor pipeline by tracking engagement metrics, analyzing activity, and proactively identifying opportunities to transition casual supporters into long-term recurring donors.
• Perform other duties as assigned

To be successful in role, the right candidate will need to have a:

• Strong ability to prioritize and manage multiple tasks while meeting deadlines.
• Excellent verbal and written communication skills, with the ability to interact professionally and effectively with employees, leadership, and external stakeholders.
• High level of proficiency in Microsoft Office Suite, particularly Microsoft Excel.
• Demonstrated attention to detail, organizational skills, and commitment to producing high-quality work.
• Flexibility to work evenings and weekends as needed during peak event periods.
• Ability and willingness to attend designated special events, including several late evenings and possible weekends. 

Requirements

EDUCATION and/or EXPERIENCE

• Bachelor's degree in a related field
• Some experience in nonprofit fundraising, donor, membership management, and/or administration
• Experience in event planning and coordination
• Experience with CRM systems (Virtuous and OneCause preferred) and/or ability to learn data management tools quickly

CERTIFICATES, LICENSES, REGISTRATIONS 

If required to drive to carry out the duties of this position, current driver's license and automobile insurance as required by Tennessee State Law.